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TANGO PRODUCT DETAILS

Facilities Maintenance

Retaining the desired standard of quality for buildings, assets and equipment is critical to the ongoing functioning and minimal disruption of your organization’s core business. Many organizations have discovered that seamless planning coupled with scheduled maintenance can cut operations and facilities maintenance costs by up to 15% as well as extend the life of their assets. Facilities organizations of all types benefit from Tango’s management of the entire location lifecycle, which helps better inform maintenance decisions and actions.

Service Requests

Quickly capture and categorize maintenance service requests to ensure remediation follows policy and utilizes the right vendor.

Work Orders

Rapid remediation meets cost controls through intelligent routing and aggressive SLA, NTE and invoice management.

Scheduled Maintenance

Ensure assets are maintained to prevent breakdowns, reduce long-term maintenance costs and extend asset lifecycles.

Asset & Vendor Management

Capture critical asset data to drive repair versus replace decisions while ensuring you have the right vendor partners.

OPERATIONS

Easily submit issues

Easily log corporate employee or retail store manager service requests through an easy-to-use and mobile-friendly interface.

  • Accessible through mobile devices to simplify the request process and submit issues rapidly for immediate remediation.
  • Updates provided so user will always know the status of the request and the work order, as well as notification of when technician is scheduled to arrive.
  • Tracks all requests so employees avoid making duplicate requests for the same issue.
  • Easy to use tool allows user to focus on their work with minimal disruption.

Call Center

Manage all maintenance calls in a central location and issue tickets across the entire organization.

  • Supports internal facility maintenance calls and vendor call centers.
  • Troubleshoot and classify issues correctly according to problem type, Not to Exceed and Service Level Agreements.
  • Manage calls and issue tickets across the enterprise.
  • Provide visibility into all the statuses, including open requests and open work orders.

Facilities Manager

Visualize all scheduled and reactive maintenance to ensure assets are being properly serviced and maintained.

  • Assess performance at an individual vendor level.
  • Approve estimates and invoices and generate work orders.
  • Manage the remediation of reactive maintenance issues to ensure assets are up and running quickly and cost effectively.
  • Ensure assets are proactively maintained to prevent breakdowns, reduce maintenance costs and prolong asset lifecycles and ROI.

Connect with vendors

Connect and share critical information within a specific context and timeframe to help streamline activities and provide transparency.

  • Give vendors access to a designated portal to receive and accept new work orders and submit invoices for completed work.
  • Allow vendors to leverage the portal across all Tango customers.

Anytime, anywhere access

Provide workers in the field with a quick, simple method to submit change orders, interact with vendors, and report on any location issues.

  • Access Service Requestor, Facilities Manager and Vendor capabilities from the field.
  • Intuitive user experience means store managers, facilities professionals and service providers can work anywhere so maintenance issues are resolved quickly and cost effectively.
  • Share photos, closeout forms, notes, as well as private and public chats to communicate with requestors or facility managers.

MAINTENANCE BUDGETING & COST MANAGEMENT

Manage budgets in real time

Align portfolio-level maintenance and project-level budgets while tracking expenditures in real-time.

  • Develop a holistic facilities project for a location, apply a template and create one-to-many maintenance budgets, including detailed line items covering expense and capital items.
  • Track incoming invoices and work orders to capture spend versus budget at a line item level, facility level and at a program level.
  • Provide visibility into spend in real time, and stay on top of money spent on repairs versus replacement.

SERVICE REQUESTS

Request

Quickly capture and categorize maintenance service requests to ensure remediation follows policy and utilizes the right vendor.

  • Rapidly submit service requests from the field with mobile-first capabilities.
  • Provide visibility into previous requests and eliminate duplicates and errors.

Validate

Review asset histories, landlord/tenant responsibilities and store strategies to optimize decision making while enforcing SLAs and NTEs.

  • User-friendly smart solution does not require the requestor to have prior knowledge of the issue at hand.
  • Consolidate lifecycle information to determine of how to proceed vis-à-vis tenant/landlord responsibility, warranty info, asset information, work order history, spending and scheduled maintenance.
  • Factor in location strategy, including renewal and relocation decisions, and avoid fixing issues on locations that will be closed.

INTELLIGENT VENDOR SELECTION & ROUTING

Issue matrix

Route issue to the correct vendor based on established selection criteria.

  • Leverage multi-level lists to help identify the issue, problem code, vendor acceptance code, NTE, impacted area, SLA and whether it is an expense or capital expenditure.
  • Route requests to the preferred vendor based on pre-determined factors.
  • Categorize work by type and inform system governance.

Select Vendor & Dispatch

Streamline vendor decisions by preferences, geographies and trade, then dispatch rapidly.

  • Review asset histories, landlord/tenant responsibilities and store strategies to optimize decision- making while enforcing SLAs and NTEs.
  • Enforce predetermined vendor preferences to reduce human mistakes.
  • Add missing vendors as well as suggest vendor by trade.

WORK ORDERS

Create, assign & track

Control and reduce maintenance costs through intelligent routing and enforcement of vendor Service Level Agreements.

  • Configure workflows, notifications and forms to create a work order process that matches how your organization works.
  • Create one-to-many work orders based on service requests.
  • Establish controls by ensuring vendors comply within acceptance windows and assign appropriate technicians.
  • Seamlessly link to Service Level Agreements (SLAs) to enforce standards and increase efficiency.

Visit and repair

Speed remediation through electronic estimates, approvals and streamlined vendor communications.

  • Centrally house all documents and communication relating to issue remediation.
  • Easily create repair/replace estimates.
  • Reduce operating costs through automated workflows and streamlined communication.
  • Facilitate active communication between your facilities manager and your vendors.

SCHEDULED MAINTENANCE

Reduce cost and extend asset life

Proactive scheduling of preventative maintenance activities reduce reactive maintenance issues and extend asset lifecycles.

  • Set up recurring maintenance based on vendor contracts, geography and scope of work, while enforcing procedural compliance and quality.
  • Avoid equipment downtime through proactive asset care, leading to longer asset lifecycles and higher ROA.
  • Reduce costs and improve efficiency by managing the interrelationship between active and preventative maintenance.

INVOICING & APPROVALS

Invoicing

Align costs with work orders and maintenance budgets through electronic invoice submittal and coding.

  • Enable vendors to fill out individual invoices and attach documentation and back-up, electronically in the system.
  • Avoid annual account coding of invoices by harvesting details resident in the system.
  • Split costs against assets and allocate from one to many assets.

Approvals

Deliver the right document to the right person in the right sequence through an automated invoice approval process that enables you to define the chain of authority for approval.

  • Ensure the proper approval workflow is followed every time.
  • Speed approvals, avoid mistakes, protect sensitive information and increase collaboration.
  • Create an automated “paper trail” to provide transparency throughout entire process.

VENDOR MANAGEMENT & PERFORMANCE

Track vendor information

Manage proactive and reactive vendors through a centralized solution.

  • Store vendor documentation including letters of insurance and bonds.
  • Integrate certified vendors from other solutions, including your financials system.
  • Track vendors across offices and geographies to better align with a diverse portfolio.

Track vendor performance

Understand which facilities partners are performing well and which are not.

  • Ensure work is completed to satisfaction before closeout and gather vendor performance data in real-time through advanced surveying capabilities.
  • Track performance trends over time from a cost, SLA, NET and requestor satisfaction standpoint to inform future vendor selection.

ASSET MANAGEMENT

Centralized Repository for all Asset Information

Categorize assets, document status and track conditions over the entire lifetime.

  • Track key asset information, including type, book value, age, original cost, expected life and work order history.
  • Attach key documentation related to assets, including SLA, warranties and health & safety documents to ensure compliance with terms and legislation.
  • Assign assets to locations, including buildings, floors or spaces.

Optimize performance, minimize costs

Protect Investment and increase return on assets through aggressive analyses.

  • Leverage key asset information to inform strategy, including routing, approvals and repair versus replace decisions.
  • Prevent breakdowns, reduce maintenance costs and prolong asset lifecycles resulting in increased ROI.

Resources

Datasheets

Facilities Maintenance

READ DATASHEET

White Papers

Making Store Lifecycle Management Strategic

READ WHITEPAPER